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Assignments

Updated

Overview

Fleet tracks which driver is assigned to which vehicle, and which vehicles are assigned to which departments or locations. Accurate assignments keep dispatch records correct, associate trip and fuel logs with the right driver, and ensure safety scorecards reflect each driver's actual activity.

Assign a Driver to a Vehicle

You can assign from either the vehicle record or the driver record.

From the vehicle record:

  1. Open a vehicle under Fleet > Vehicles.
  2. Click the Assigned Driver field.
  3. Search for and select the driver.
  4. Click Save.

From the driver record:

  1. Open a driver under Fleet > Drivers.
  2. Click the Assigned Vehicle field.
  3. Search for and select the vehicle.
  4. Click Save.

Both records update simultaneously — assigning from one side mirrors the change on the other.

Assign a Vehicle to a Department

The Department field on the vehicle record links a vehicle to a cost center for cost allocation reporting.

  1. Open a vehicle record.
  2. Set the Department field.
  3. Click Save.

Departmental assignments appear in the Cost Allocation report under Fleet > Reports.

Unassign a Driver

When a driver leaves, changes vehicles, or goes on leave:

  1. Open the vehicle or driver record.
  2. Clear the assigned driver (or assigned vehicle) field.
  3. Click Save.

Clearing the assignment removes the link from both records. Existing trip and fuel history logged while the driver was assigned is not affected.

Dispatch Assignments

The dispatch board manages temporary vehicle-and-driver pairings for individual jobs or routes. A dispatch assignment does not change the primary driver assignment on the vehicle record — it records a specific trip event with a vehicle, driver, origin, destination, and departure time.

  1. Go to Fleet > Dispatch.
  2. Click New Dispatch.
  3. Select a vehicle and a driver.
  4. Set origin, destination, and departure time.
  5. Optionally click Optimize Route for a route suggestion.
  6. Click Save.

Track dispatch status and ETAs from the dispatch board. See the dispatch how-to in the Fleet user guide for full details.

View Assignment History

Fleet's audit log records every assignment change with actor, timestamp, and before/after values.

  1. Go to Fleet > Audit Log.
  2. Filter by entity type Vehicle or Driver and search by the vehicle number or driver name.

The audit log is append-only and cannot be modified.

Frequently Asked Questions

Can one driver be assigned to multiple vehicles?

Each driver has one primary assigned vehicle. For situations where a driver uses different vehicles on different days, use dispatch assignments rather than changing the primary assignment back and forth.

Does removing a driver assignment affect past fuel entries or trips?

No. Historical records retain the driver information that was set at the time of logging. Removing an assignment only affects future records.

Can vehicles be assigned to locations instead of drivers?

Fleet uses the Department field for location or cost-center grouping. For tracking which physical site a vehicle is based at, use the department field or add a custom field for site.

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